Welcome to Gembaa
- Purpose
- What Gembaa is, the ideas behind it, a map of its modules and where to start for your role.
- Who is this for
- Everyone
Gembaa is where your organisation plans its work and sees where it stands: projects, tasks, people and the numbers around them, in one place. It is built for project and program managers, team members, PMO staff and the admins who set it up.
Gembaa does not force a fixed data model on you. Your admins shape it to match how your organisation works, so the names, fields and menus you see may differ a little from this manual. Where a page uses a default name such as Project or Program, your workspace may call it something else.
The core ideas
| Idea | What it means |
|---|---|
| Entity | A kind of thing you track, such as a Project, a Program, a Risk or a member of Staff. Each entity has its own page in the left menu. |
| Record | One item of an entity: a single project, a single risk. Click a record to open it in the record panel. |
| Field | One piece of information on a record, such as a name, a date, a status or a budget. Admins can add custom fields. |
| View and tab | A saved way of looking at a list: which columns, filters, sort and grouping. Each view is a tab above the table. |
| Module | A part of Gembaa: a table of records, such as Projects or Staff, or a page built for one job, such as the Dashboard, Gantt or Allocation. All of them work on the same records. |
| Shareable address | Every view and every open record has its own web address, so you can bookmark it or send it to a colleague. |
| Comment | A message in a thread on one record, for discussing it with colleagues. Open it from the Comments icon in the record panel. |
Admins and everyone else
There are two kinds of user. Everyone can work with the records they have access to: view, filter, create and edit, depending on what an admin has granted. Admins can also open Administration (the gear icon in the header) to shape the schema, arrange the menu, control access, turn modules on or off and set the workspace colours.
What you can see and change on each record is decided by access control. If a page or record is not available to you, ask an admin. See Access control.
Map of Gembaa
Work with records
- Tables and records, starting with Customise your table view: customise views, filter, sort and group, save tabs, share links, edit records, comment on a record, import from CSV, export and read the activity history.
Plan and deliver
- Dashboard: charts and numbers across your work.
- Demand: requests waiting to become work.
- Programs and Projects: the work itself.
- Statements of work, Milestones and Tasks and sub-tasks.
- Gantt: the plan on a timeline.
- RAIDD: risks, assumptions, issues, dependencies and decisions.
- OKRs, Finance, Pulse and Knowledge.
People and resourcing
- Staff, Teams, Allocation, Skills and Roles.
Administration
- Administration at a glance lists everything an admin can configure.
Where to start
| If you are... | Start with |
|---|---|
| New to Gembaa | Sign in and your account, First-time onboarding and Find your way around |
| A project or program manager | Projects, Tasks and sub-tasks and Customise your table view |
| A team member | Tasks and sub-tasks and The record panel |
| In the PMO | Dashboard, Pulse and Allocation |
| An admin | Administration at a glance |
| Coming from the previous version | What's new in Gembaa |
Where to go next
- Follow the Quick start to create your first project, milestone, task and tab.
- Look up a word in the Glossary.
- If something does not work as expected, see Troubleshooting.